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RIDE LEADERHANDBOOKwww.hanovercyclers.org 2016 Hanover Cyclers Club
Ride Leader HandbookWhy Lead a Ride?Ride Leader HandbookProblems You’ll FaceFirst and foremost, you’ll ride the ride that YOU want toride! The route, the pace - it’s all up to you!Let’s be honest - sometimes there are problems!While bikes are generally reliable, they’re stilla machine and things can go wrong, including butnot limited to:You’ll also find you may just make new friendsas riders show up to your rides. Club rides can be a funsocial event filled with conversation, compellingyou to ride even more! Flat/cut tires (probably the majority of problems) Loose parts like headsets Broken/skipping chains Mis-adjusted/rubbing brakesClub rides can also help to attract new club members.As new riders hear about our rides and participate, wehelp to grow the club membership. Those new ridersthen might participate in helping to run the club andoffer new experience.Not to mention other potential issues like:There are many reasons to lead a ride for the club You’ll also find a great satisfaction on a ride well done,helping to encourage you to try new routes and ridefarther distances than you may currently!Lastly, the club recognizes frequent ride leaders at ourannual Christmas party. Ride leaders are the heart andsoul of our organization - we want to make sure you getthe recognition you deserve!2 Rain/wind/snow/cold Forgotten water bottles Crashes/accidents Insect/bee stingsThat’s not meant to discourage you however because although problems can happen, they are rareand the majority are very minor problems that are easily fixed or ignored until the end of the ride.Just know as ride leader you are not expected tobe a bike mechanic or EMT. People will howevergenerally lend a hand to fellow cyclists, and in rareevent of emergency there is 911.3
Ride Leader HandbookRide Leader HandbookPlanning Your RidePlanning Your RideRoute PlanningCue Sheets and GPX/TCX filesSo you’ve decided you want to lead a ride. Great! Nowwhat to do? Fear not, we’re here to guide you!First and foremost you’ll want to plan your route.It’s easy to create routes/maps on the following omOnce your ride is planned out and all is good you’ll wantto create a cue sheet. If you don’t have a GPS that cangive you directions, you’ll need a cue sheet to keep youon route, and for other riders to find their way. Try toprint out several cue sheets so riders can have one ifthey want one.You can find a cue sheet template in Excel format onthe club website under the ride leader tab. You’ll haveto manually enter the route:We can’t provide you specific directions for each sitebut they are all very similar, just a little different.For the most part you click a start point, then clickalong the roads of the route you want to plan.When you’re done, save the route. Give it a good �t forget while you’re planning you’ll want to includerest stops if the ride is of considerable distance.Try to plan a water stop every 20-25 miles if possible,or at the very least a place to pull over and rest.Make sure your cue sheet is accurate with streetnames, and at least approximately accuratewith distances. Make sure all turns are clearlycommunicated, and note any special instructionslike rest stops, etc.Lastly - you may want to check the route. Drive it inyour car or ride it - make sure roads aren’t closed andthat roads aren’t gravel (unless you want gravel!)4Online sites like mapmyride, Strava or ridewithgps canalso allow you to print out your route as a cue sheet,but may have limited format options to do so.5
Ride Leader HandbookRide Leader HandbookPlanning Your RidePlanning Your RideCue Sheets and GPX filesHanover Cycler’s Ride CalendarYou may also wish to proved a GPX file for clubmembers with GPS units, like the popular Garmin Edgeseries. GPX files can be used by Edge units like the800 and 1000, or the Touring models to provide turnby turn navigation, in lieu of a cue sheet. Othermodels such as the 500 series can provide a breadcrumb display to follow.So now your ride is planned. Now what? Now you’llwant to pick a date and get it on our ride calendar! Youcan do this one of two ways -The on-line sites like mapmyride, Strava or RidewithGPS allow you to export your route in severalformats. Choose the GPX format for maximum compatibility. It may name the GPX file as a number (usually the route number the site uses) but you can changethe name to the name of your ride when saving.2 - Use the club calendar and list it yourself. This is veryeasy to do and encouraged!To share the GPX file, you may email it to:rides@hanovercyclers.org and we will place the file inour dropbox and provide you a share link. GPX filescan be accessed by anyone on the club website byclicking the button on the left side of the main page.This accesses our dropbox and rides arecategorized by area.61- Email the ride information torides@hanovercyclers.org and we will put the ride onthe ride calendar and communicate it to the club.The ride calendar is web based and available and-ride-calendar/Our Facebook Page (click the ride calendar tab)Or simply bookmark this web page:https://teamup.com/ks315b9485e45b95a5/All of these locations provide the same calendar thatyou can add your rides to. You cannot modify themafter they are created however (we have to do that).7
Ride Leader HandbookRide Leader HandbookPlanning Your RidePlanning Your RideHanover Cycler’s Ride CalendarHanover Cycler’s Ride CalendarThe ride calendar works just like any other calendaryou’ve used - switch between months at the top left ofthe calendar. Switch to month, week, agenda views, etcat the top right.Now you just type in the information! Be sure to givethe ride an interesting and unique title to attract riders.Uncheck the “all day box” and enter the start andapproximate end times of the ride.To enter a ride, just click on the date you want. A window will pop up on the screen where you type in theride information:Enter your name and email address in the “who”field - and note that rides without this informationWILL BE DELETED.Pick the ride class from the drop down menu, and enterthe street address for the start location. Entering theactual street address, rather than “meet at Joe’s” willallow others to click the pointer and see it on the map!If the ride is going to repeat daily or weekly, click therepeat button and enter appropriate start/end dates.Finally, click the “more” button to expand the field andenter any other information you’d like communicated.Include things like ride length, description (where areyou going?), and any special instructions like cancellation in case of rain or temperatures.Finally, if you have questions or need help please emailrides@hanovercyclers.org and we will assist you!89
Ride Leader HandbookCommunicating Your RideOnce your ride has been added to the calendar, wereceive a notification by email. The club will tweet outthe ride if it takes place after the weekly rides reporthas been sent out on Sunday. This will also show up onthe club’s Facebook page.If the ride takes place in an upcoming week, it will beadded to the weekly ride report which is sent to everyclub member.You may also easily share the ride (or other rides)personally through the club calendar. Clicking on anexisting event on the ride calendar brings up the eventdetails. At the top is a share button, which allows you toshare the event via Facebook (your own page), Twitter,or email. Please feel free to send it to your friends toget as many riders to attend as you can!Ride Leader HandbookRide WaiverThe last piece of the ride puzzle you will be responsiblefor is the club ride waiver. You will need to print outand bring along the waiver (sign in sheet), and areresponsible for ensuring all riders sign the sheet.The sign in sheet does several things:1. Protects the club and ride leader from negligenceand assumption of risk for the ride.2. Provides written proof of riders in attendance forclub insurance. If a rider does not sign, they cannotmake a claim on the insurance.3. Provides quick reference for emergency numbers.Note that non-club members ARE NOT covered byclub insurance, and you should communicate this tothem at the start of the ride.Any riders that refuse to sign are not allowed to attendthe ride. You cannot actually stop them from followingthe ride, but make it clear they are not part of the ride.Keep the waiver in your jersey for the ride, to haveaccess to cell phone numbers in case someonegets lost.After the ride, email points@hanovercyclers.org withrider names and ride info for points (you will receive areminder email).1011
Ride Leader HandbookLET’S RIDE!!!It’s ride day, time to lead your ride!! We know you’reexcited, so calm down and review this checklist first:1 - Do I have cue sheets? Bring along 5 or so at least.2 - Do I have ride waivers? This is mandatory!3 - Don’t forget your helmet!4 - Check your gear (spare tubes, etc)5- Don’t forget a PEN to sign the waiver with!Do a quick check of your bike before leaving - AIR,BRAKES, CHAIN and QUICK RELEASE.Plan to arrive at least 15 minutes early. Use this time toget your waiver ready, and have riders sign in as theyarrive. While you will likely have ridden with a lot of theriders before, introduce yourself to anyone you maynot have ridden with and identify yourself as theride leader. The new riders/non-club members willappreciate this gesture. Welcome non-club membersand explain the ride to them, and encourage them tojoin the club if they enjoy the ride!Ride Leader HandbookLET’S RIDE!!!You will also likely want to appoint a SWEEP. The sweeprider is a rider that rides towards the rear of the groupand takes care of stragglers.Ask for a volunteer to be the sweep, and make surethey have a cue sheet, or at minimum are familiar withthe route. You may also want them to co-lead andswitch positions during the route.RIDING YOUR ROUTEWhen you are leading the ride it is your responsibility tokeep the group on direction and on pace. If you advertised a 15 mph average pace ride, don’t try to make thegroup ride at 25 mph. Likewise, don’t advertise a20 mph ride and ride at 10 mph pace. During any ride,you will be riding at various speeds from slow to fastso try to pay attention to your overall pace, not necessarily what you may be doing up a hill.Once the group is assembled, take a moment beforeleaving and give everybody a quick overview of the ride.Pass out any cue sheets to people who want them.Pay attention to your cue sheet, and call out turnswell ahead. Use appropriate hand signals so the groupcan see when a turn is about to take place, and aren’tsurprised by it. Basically - just point in the direction youare going to turn. Left hand pointed down, palm outindicates you are stopping.1213
Ride Leader HandbookLET’S RIDE!!!RIDING YOUR ROUTEYou are also responsible in making sure the grouprides safely, and follows applicable traffic laws. All clubmembers are given the Pennsylvania bicyclists handbook when they join. Review it if you are unfamiliar, ormight have forgotten cycling laws.Be courteous to drivers and other vehicles on theroad. Remember we represent not just our club, but allcyclists and want to present as positive and responsible users of the roadways. Be sure to wave thanks andsmile when a car lets you go at a stop sign. A little goesa long way!When you are at the front, be sure to point outobstacles that might be block from the view of ridersbehind you. Point at things such as potholes, grates,debris and other things littering the roadway.Keep track of those behind you regularly, and stop asnecessary to let the group catch up. If the pace is fast,or it’s a particularly hot day stop a minute and encourage everyone to take a drink and stay hydrated. DON’Tassume people are drinking, make sure they are!Finally - the entire reason we ride - HAVE FUN!!!14Ride Leader HandbookUh-Oh! Now What?!?Unfortunately, not every ride is going to be problemfree. If you lead enough rides, problems will occur.People will get flat tires. People will have parts break.They may even crash.Fear not! Come prepared!Hanover Cyclers recommends that you have a saddlebag on your bike (or carry stuff in your jersey pockets).At minimum you will want:1 - A multi-tool with a chain breaker2 - Quick release links (KMC or CONNEX) for your chain3 - Spare tubes (2)4 - CO2 inflater and cartridges (2), or frame pump5 - Tire levers (2 or 3)6 - Dollar bill or candy bar wrapperFor simple things like a flat tire (the most likely thingyou’ll ever have happen), stop the group. If the rider isno proficient in changing a flat tire, offer assistance orask if anyone can help - usually help is offered withoutasking. Offer a tube or inflater if the rider doesn’t haveone.For mechanical problems like a mis-adjusted dérailleur, most can be solved, or at least adjusted enough toget rolling again with a multi-tool.15
Ride Leader HandbookRide Leader HandbookUh-Oh! Now What?!?Uh-Oh! Now What?!?Another common problem with STI shifters is a cablebreaking. If a rider has a shift cable snap, this too isa relatively quick and easy fix with a multi-tool and asimple trick. Remove the shift cable from the dérailleurusing the appropriate Allen key on the multi-tool.IN EVENT OF A CRASHIf it’s the front dérailleur, it will default to the smallchainring. This is normal, and they will have to pedalwith the small ring. Adjust the set screw so the chaindoesn’t rub.If it’s the rear dérailleur, turn the HIGH set screw in asfar as it will go. This will push the dérailleur in a few cogsso you’re not riding in the tallest gear, and you can usethe small and large chainrings. It will be tough, but therider can pedal back.In the event of a failure that cannot be fixed and thebike cannot be pedaled or ridden (like a crank armbreaking off), ask for volunteers to stay with the rider.Give the stranded riders a cue sheet, and ask them tostay where they are if safe, or to walk the route to thesafest pickup spot. Finish the ride as quickly as possible, and ask for volunteers to go with you to pick theriders and their bikes up.16Unfortunately, we are humans and make errors. Riderssometimes crash, or may be struck by other vehicles.In such an event, STOP THE RIDE IMMEDIATELY. Mostimportantly, stay calm and don’t panic!Assess the situation, and the riders involved. Theymay simply have a scrape or two and be fine. They mayhowever need medical attention. You may be ridingwith someone who is a trained EMT or doctor, andmay want to take charge. If so, allow them. However,you may be the one who needs to stay in charge of thesituation. If that is the case, the following checklist maybe handy:1 - HAVE A RIDER CALL 911.2 - DON’T MOVE THE RIDER.3 - Have riders direct traffic as necessary.4 - MOVE EVERYONE ELSE OFF THE ROAD.5 - Have members who witnessed the crash provide the policewith a description of what happened.6 - Ask the police if they can transport/store the rider’s bicycle.7 - Refer to the sign in sheet or rider’s Road ID and contact theiremergency contact. Be brief and don’t speculate on the rider’scondition. Tell the emergency contact where the rider has beentaken so they can make appropriate arrangements.8 - Make sure the remaining riders get back to the start areasafely and quickly.17
Ride Leader HandbookRide Leader HandbookREFERENCE MATERIALSREFERENCE MATERIALSHand Signals and CallsState Laws and Other ReferencesPennsylvania State Bicycle Handbook:http://safety.fhwa.dot.gov/ped bike/docs/pamanual.pdfBicyclePA Bike Routes - lMaryland State Bicycle clists/oppe/laws/acom bike laws1.pdfMaryland’s Bicycle Map:http://www.mdot.maryland.gov/Office of Planning and Capital Programming/Bicycle/Documents/2008 Bicycle MapSide1 14 08.pdfCarroll County Biking routes:http://carrollbiking.com/Useful WebsitesSheldon Brown - website for all things bikes and bike repairs:http://www.sheldonbrown.com/Jim Langley - Tips for wrenching and riding your bikes:http://jimlangley.net/Bicycle Tutor - Articles, videos and help forums for bike repair:http://bicycletutor.com/1819
EVAHIDAREPRINTED NAMEPARTICIPANTS SIGNATURENUDNAHC MEMBER(Y/N)REIVAWSIEMERGENCY #SEMERGENCY #SHTDNTASRDEPRINTED NAMERIDE START LOCATION:RIDE LEADER SIGNATURERIDE DATE:RIDE NAME:IN CONSIDERATION of being permitted to participate in any way in Hanover Cyclers sponsored Bicycling Activities (“Activity”) I, for myself, my personalrepresentatives, assigns, heirs, and next of kin:1. ACKNOWLEDGE, agree, and represent that I understand the nature of Bicycling Activities and that I am qualified, in good health, and in proper physicalcondition to participate in such Activity. I further acknowledge that the Activity will be conducted over public roads and facilities open to the public during theActivity and upon which the hazards of traveling are to be expected. I further agree and warrant that if, at any time, I believe conditions to be unsafe, I willimmediately discontinue further participation in the Activity.2. FULLY UNDERSTAND that: (a) BICYCLING ACTIVITIES INVOLVE RISKS AND DANGERS OF SERIOUS BODILY INJURY, INCLUDINGPERMANENT DISABILITY, PARALYSIS AND DEATH (“RISKS”); (b) these Risks and dangers may be caused by my own actions, or inactions, theactions or inactions of others participating in the Activity, the condition in which the Activity takes place, or THE NEGLIGENCE OF THE “RELEASEES”NAMED BELOW; (c) there may be OTHER RISKS AND SOCIAL AND ECONOMIC LOSSES either not known to me or not readily foreseeable at thistime; and I FULLY ACCEPT AND ASSUME ALL SUCH RISKS AND ALL RESPONSIBILITY FOR LOSSES, COSTS, AND DAMAGES I incur as aresult of my participation or that of the minor in the Activity.3. HEREBY RELEASE, DISCHARGE, AND COVENANT NOT TO SUE the Hanover Cyclers, LAB, their administrators, directors, agents, officers,members, volunteers, and employees, other participants, any sponsors, advertisers, and, if applicable, owners and lessors of premises on which the Activitytakes place, (each considered one of the “RELEASEES” herein) FROM ALL LIABILITY, CLAIMS, DEMANDS, LOSSES, OR DAMAGES ON MYACCOUNT CAUSED OR ALLEGED TO BE CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF THE “RELEASEES” OR OTHERWISE,INCLUDING NEGLIGENT RESCUE OPERATIONS; AND I FURTHER AGREE that if, despite this RELEASE AND WAIVER OF LIABILITY,ASSUMPTION OF RISK, AND INDEMNITY AGREEMENT I, or anyone on my behalf, makes a claim against any of the Releasees, I WILL INDEMNIFY,SAVE, AND HOLD HARMLESS EACH OF THE RELEASEES from any litigation expenses, attorney fees, loss, liability, damage, or cost which any mayincur as the result of such claim.I HAVE READ THIS AGREEMENT, FULLY UNDERSTAND ITS TERMS, UNDERSTAND THAT I HAVE GIVEN UP SUBSTANTIAL RIGHTS BYSIGNING IT, AND HAVE SIGNED IT FREELY AND WITHOUT ANY INDUCEMENT OR ASSURANCE OF ANY NATURE AND INTEND IT TO BEA COMPLETE AND UNCONDITIONAL RELEASE OF ALL LIABILITY TO THE GREATEST EXTENT ALLOWED BY LAW AND AGREE THAT IFANY PORTION OF THIS AGREEMENT IS HELD TO BE INVALID THE BALANCE, NOTWITHSTANDING, SHALL CONTINUE IN FULL FORCEAND EFFECT.HANOVER CYCLERS RELEASE AND WAIVER OF LIABILITY, ASSUMPTION OF RISK,AND INDEMNITY AGREEMENT (“AGREEMENT”)3-2016
Hanover Cycler's Ride Calendar The ride calendar works just like any other calendar you've used - switch between months at the top left of the calendar. Switch to month, week, agenda views, etc at the top right. To enter a ride, just click on the date you want. A win-dow will pop up on the screen where you type in the ride information .
